IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J . KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060.6221 

July 18, 2013 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 

1 007B, Administrative Update to the DLMS 842P Product Quality Deficiency 

Report (PQDR) Data Exchange (Supply/Deficiency Reporting) 

The attached change to Defense Logistics Manual (DLM) 4000.25, Defense Logistics 

Management System is approved for implementation. This change has no impact on scheduled 

implementation of the DLMS 842P. The updated DLMS implementation convention will be 

posted to the DLA Logistics Management Standards Web at 

www.dla.mil/j-6/dlmso/elibrary/TransFormats/formats.asp within 10 days from the above date. 

Addressees may direct questions to Ellen Hilert, DOD SDR System 

Administrator, 703-767-0676 (DSN 427), e-mail: ellen.hilert@dla.mil_ or Tad DeLaney, SDR 

Alternate, at 703-767-6885 (DSN 427), email: thomas.delaney@dla.mil. Others must contact 

their Component designated Supply PRC representative or SDR Subcommittee representative 

available at: www.dla.mil/j-6/dlmso/CertAccess/SvcPointsPOC/allpoc.asp. 

Attachment 

As stated 

cc: 

ODASD(SCI) 

DOD PQDR Committee 

~~ Director 

DLA Logistics Management 

Standards Office 

Federal Recycling Program 0 Printed on Recycled Paper 
Attachment ADC 1007B, 

Page 1

Attachment to ADC 1007B

Administrative Update to the DLMS 842P Product Quality Deficiency Report 

(PQDR) Data Exchange

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: NAVSEA, 

Detachment Portsmouth

2. FUNCTIONAL AREA: Supply, Product Quality Deficiency Reporting

3. REFERENCE: Approved DLMS Change 1007, New DLMS 842P, Product Quality 

Deficiency Report (PQDR) Data Exchange and Enhanced Exhibit Tracking via Standard 

Logistics Transactions, dated October 1, 2012

4. REQUESTED CHANGE(S):

a. Overview of Change: This change documents administrative updates to the DLMS 

842P PQDR Data Exchange as previously approved by ADC 1007 (Reference 3.). This change 

allows expands capability and guidance for identification of deficient materiel. Other changes 

include correction of typographic errors resulting in the wrong field length being provided for the 

national item identification number (NIIN) and PQDR record control number. Clarification is 

provided for appropriate use of specific data elements and additional revisions are made to 

update status of data maintenance actions for approval of new X12 qualifier codes. 

b. Change in Detail:

(1) Revise materiel identification functionality to include capability to identify 

deficient items by a local stock number or other type of number, such as a management control 

number (MCN) and navy item control numbers (NICN). Provide specific guidance to require 

inclusion of the manufacturer’s part number and commercial and government entity (CAGE) 

code when a non-definitive materiel identification (e.g., federal supply class (FSC), local stock 

number, or NICN) is used as the primary materiel identification.

(2) Update the DLMS implementation convention to provide clarification for use 

of the credit date and credit amount when multiple document numbers are applicable to the 

PQDR to ensure that these pieces of information are linked to the correct document number. 

(3) Update the DLMS implementation convention as needed to correct field 

lengths and provide administrative updates.

(4) Update the DLMS implementation convention to include the end item 

commercial and CAGE associated with the end item part number. This data element was 

referenced in the PQDR dictionary provided in the approved change, but was inadvertently 

dropped from the final version of the DLMS implementation convention.
Attachment ADC 1007B, 

Page 2

(5) Update the DLMS implementation convention to provide clarification of 

serial number data fields to include specific usage, source location on the SF 368 when 

applicable, and cross-reference to other available serial number fields in the PQDR.

c. Revisions to DLM 4000.25 Manuals: 

(1) Revise the DLMS 842P as shown: 

# Location Revision to

DLMS 842P Product Quality Deficiency Report (PQDR) 

Data Exchange

Reason

1. DLMS 

Introductory 

Notes

Add PDC 1007B to DLMS Introductory note 4:

- ADC 1007B, Administrative Update to the DLMS 842P Product 

Quality Deficiency Report (PQDR) Data Exchange 

To identify DLMS 

changes included in the 

DLMS implementation 

convention.

2. 2/LIN02/0200 Revise DLMS notes for FT and NN and add Code SW with associated 

notes:

FT Federal Supply Classification

DLMS Note:

Use to identify the 4 character FSC portion of the NSN for the 

nonconforming materiel. FSC or National Item Identification 

Number (NIIN) is required when entire NSN is unavailable. If FSC is 

provided, the manufacturer’s part number and CAGE code must also 

be provided.

NN National Item Identification Number

DLMS Note:

1. Use to identify the 4 9 character NIIN portion of the NSN for the 

nonconforming materiel. FSC (in association with the 

manufacturer’s part number and CAGE code) or NIIN is required

when entire NSN is unavailable. 

2. Qualifier NN is a migration code approved for use in X12 version 

5020.

SW Stock Number

DLMS Note: 

1. Use to identify a local stock number (LSN). The LSN is 

applicable when an NSN has not been assigned and the deficient 

item has been receipted under an LSN. 

2. When an LSN is used, also provide manufacturer’s part number 

and CAGE code.

ZZ-Mutually Defined

DLMS Note: 

Use to identify materiel when no other authorized codes apply 

(includes Management Control Numbers (MCNs) and Navy

Item Control Numbers (NICNs)). 

Corrects typographic 

error and improves 

wording. 

Clarification provided 

that the only acceptable 

use of the FSC is in 

conjunction with part 

number information.

LSN added as an 

additional option for 

primary materiel 

identification. The 

only acceptable use of 

an LSN is in 

conjunction with part 

number information.

“ZZ-Mutually Defined”

added as an additional 

option for primary 

materiel identification. 

The only acceptable 

use of this option is in 
Attachment ADC 1007B, 

Page 3

# Location Revision to

DLMS 842P Product Quality Deficiency Report (PQDR) 

Data Exchange

Reason

conjunction with part 

number information.

3. 2/LIN04/0200 Revise DLMS Note for the following code:

MG Manufacturer's Part Number

DLMS Note:

1. Use to identify the Deficient Item Part Number (also known as 

Supplier/Manufacturers Part Number of the deficient materiel). 

Equates to SF368, Block 8. Use in conjunction with the 

manufacturer’s CAGE code at LIN06 and/or supplier CAGE code at 

LIN14.

2. Part number must be provided when identifying an item by FSC 

or LSN.

3. When available, inclusion of the part number is recommended 

when identifying an item by NSN.

Clarification for 

appropriate usage.

4. 2/LIN20/0200 Revise DLMS Note for the following code:

EM Equipment Identification Number

DLMS Note:

1. Use to identify Next Higher Assembly Serial Number. Equates to 

SF368, Block 17d.

2. For the Deficient Item Serial Number (SF368, Block 11) refer to 

2/LIN20/0200 Code SE in the IUID loop. For Engine Serial 

Number, refer to 2/LIN26/0200 Code SN in the report loop. For 

serial number of the End Item (SF 368, Block 18d), refer to 

2/REF01/0700 Code SE in the report loop. 

3. The serial number may not exceed 30 characters in accordance 

with IUID policy.

Updated for 

clarification and cross 

reference to other serial 

number data fields. 

5. 2/LIN26/0200 Revise DLMS Note for the following code:

SN Serial Number

DLMS Note:

1. Use to identify the Engine Serial Number. This is a DLMS 

enhancement not specifically identified to an SF364 block number.

2. For the Deficient Item Serial Number (SF368, Block 11) refer to 

2/LIN20/0200 Code SE in the IUID loop. For Next Higher Assembly 

Serial Number (SF368, Block 17d) refer to 2/LIN20/0200 Code EM 

in the report loop. For serial number of the End Item (SF 368, Block 

18d), refer to 2/REF01/0700 Code SE in the report loop. 

3. The serial number may not exceed 30 characters in accordance 

with IUID policy.

Updated for 

clarification and cross 

reference to other serial 

number data fields. 

Having the engine 

serial number separate 

and distinct is very 

important when the 

deficient item is a part 

on a module (NHA) on 

an engine on an aircraft

(end item).
Attachment ADC 1007B, 

Page 4

# Location Revision to

DLMS 842P Product Quality Deficiency Report (PQDR) 

Data Exchange

Reason

6. 2/DTM01/0600 Revise DLMS Note for the following code:

188 Credit Advice

DLMS Note:

1. Use to identify the date credit was issued, Credit Date.

2. Use in the Document Number Loop (HL01=W).

3. If multiple document numbers are applicable, identify the credit 

date applicable to the document number included in the Report Loop 

(HL01=RP) and use a separate Document Number Loop (HL01=W) 

for each additional document number and credit date combination.

3. When providing a credit date, also provide the credit value

(AMT01=PD) (and the DLA Credit Memo Number, when applicable) 

in the same loop.

Clarification of 

appropriate usage. 

Note is updated to 

provide guidance for 

use in the document 

number loop in 

conjunction with 

related elements.

7. 2/DTM01/0600 Revise DLMS Note for Code 212 and NN. Delete Code SI and 

associated notes:

212 Returned to Customer

DLMS Note:

Use to identify the date the Exhibit Return Date. This is the date the 

exhibit was returned to the activity as stipulated in the disposition 

instructions.

Improves wording.
Attachment ADC 1007B, 

Page 5

# Location Revision to

DLMS 842P Product Quality Deficiency Report (PQDR) 

Data Exchange

Reason

8. 2/REF01/0700 Revise DLMS Note for Code NN and SE and remove Code SI and 

associated note:

NN Nonconformance Report Number

DLMS Note: 1. Use to identify Master/Previous Record Control 

Number (RCN). This is a previously reported PQDR

RCN for same type deficiency. Identify the system that created the 

control number in REF03.

2. PQDRII field size = 12 9.

SI Shipper's Identifying Number for Shipment (SID)

DLMS Note:

Use to identify the vendor's shipment number shown on new 

procurement shipping documentation.

SE Serial Number

DLMS Note:

1. Use to identify End Item Serial Number. Equates to SF 368, Block 

18d. 

2. For the serial number(s) applicable to the nonconforming materiel 

(SF 368 Block 11 Deficient Item Serial Number), uses refer to 

2/LIN20/0200 Code SE in the IUID Loop (HL01=I). For Next 

Higher Assembly Serial Number (SF368, Block 17d) refer to 

2/LIN20/0200 Code EM in the report loop. For Engine Serial 

Number, refer to 2/LIN26/0200 Code SN in the report loop. 

2. The serial number may not exceed 30 characters in accordance with 

UID policy.

Corrects typographic 

error.

There is no requirement 

for inclusion of the 

vendor’s shipment 

number on a PQDR.

Updated for 

clarification and cross 

reference to other serial 

number data fields. 

9. 2/REF04-01 

/0700

Add Code W7 and associated note:

W7 Commercial and Government Entity (CAGE) Code

DLMS Note: Use to identify the End Item CAGE Code associated 

with the End Item Part Number (REF01 Code PM).

End item CAGE code 

was inadvertently 

dropped from the final 

version of the DLMS 

implementation 

convention.
Attachment ADC 1007B, 

Page 6

# Location Revision to

DLMS 842P Product Quality Deficiency Report (PQDR) 

Data Exchange

Reason

10. 2/REF01 /2600 Revise DLMS Note for the following code:

SE Serial Number

DLMS Note:

1. Use in IUID loop to identify the serial number. Equates to SF 368 

Block 11 Deficient Item Serial Number.

2. For Next Higher Assembly Serial Number (SF368, Block 17d) 

refer to 2/LIN20/0200 Code EM in the report loop. For Engine 

Serial Number, refer to 2/LIN26/0200 Code SN in the report loop. 

For serial number of the End Item (SF 368, Block 18d), refer to 

2/REF01/0700 Code SE in the report loop. 

3. The serial number may not exceed 30 characters in accordance with 

IUID policy.

Updated for 

clarification and cross 

reference to other serial 

number data fields. 

The serial number in 

the IUID loop may be 

provided in addition to 

the serial number of the 

engine, next higher 

assembly, or end item 

identified in the report 

loop.

11. 2/QTY03-01/ 

2700

Revise DLMS Note for the following data element to delete note 1:

Unit or Basis for Measurement Code

DLMS Note: 1. PQDRII Definition: Unit of measure

not related to time prior to failure. Aka Operating

Cycles at Failure.

2. For QTY01 code 01, 02, or OT use one of the

following codes:

Wording of existing 

note is confusing and 

unnecessary.

12. 2/AMT01/2730 Revise DLMS Note for the following code:

PD Credit

DLMS Note:

1. Use to indicate the amount of credit/debit being authorized or 

recommended (also known as DLA Credit Value).

2. Use in the Document Number Loop (HL01=W).

3. If multiple document numbers are applicable, identify the credit 

amount applicable to the document number included in the Report 

Loop (HL01=RP) and use a separate Document Number Loop

(HL01=W) for each additional document number and credit amount

combination.

3. When providing a credit amount, also provide the credit date

(DTM01=188) (and the DLA Credit Memo Number, when 

applicable) in the same loop.

Clarification of 

appropriate usage. 

Note is updated to 

provide guidance for 

use in the document 

number loop in 

conjunction with 

related elements.

(2) Revise DLMS notes associated with the following Transaction Set Purpose 

Codes (1/BNR01/0200) to indicate that code values originally established as “local codes” are 

now recognized as “migration codes” subsequent to being approved for release in a future X12 

standard. The revised note will read:

“This migration code has been approved for publication in the next official release of X12 after 7010.”

• DA Delegate to Alternate

• ED Exhibit
Attachment ADC 1007B, 

Page 7

• ER Exhibit Receipt

• FA Forward to Action Point

• FC Forward to Contractor

• FS Forward to Support Point

• MD Material Disposition

• RO Reopen

• RR Reply Rebuttal

d. Transaction Flow: No revisions applicable to this change.

e. Alternatives: None identified.

f. Component Staffing Response:

Originator Response/Comment Disposition

1. Army Army Comment: 

From my understanding one of the inhibitors 

which we have recently identified for moving 

PQDR's into and out of DLA is the PD credit 

or credit amount since PQDRs are often given 

a zero dollar amount we cannot move the

PQDR because the system will not accept 

them. Item 9 of the table speaks of the PD 

credit or credit amount should this be 

addressed in the PDC 1007B?

Also there is no mention of using the asset 

serial number for tracking, wouldn't this be 

beneficial in the event that the RCN is 

incorrect or some other problem occurs? 

There may be a lot of assets in DLA with the 

same part number and NSN to have the S/N 

identified will help as well I believe which I do 

not see included in this document.

Retain separate identification of the engine 

serial number. It is an enhancement used 

during the automated process. Understand it 

does not have a block number associated with 

it. Services use it to review aviation engine 

quality investigations, and it should be passed 

between systems to enable that review. 

Comment forwarded to DLA 

and Navy team. This comment 

is primarily operational, but we 

can clarify that the transaction 

does support inclusion of the 

credit amount by document 

number, or multiple document 

numbers with the associated 

credit amount for each, can be 

identified in a single 

transaction. The process also 

supports identification of the 

item by serial number. If 

reported by the customer it will 

be retained and perpetuated 

during PQDR processing. It 

will be available in the 

database and subsequent 

transactions.

Data element retained. DLMS 

note updated to clarify that this 

field is a DLMS enhancement 

and does not equate to a 

specific block on the SF 368. 
Attachment ADC 1007B, 

Page 8

Originator Response/Comment Disposition

2. Navy Concur.

Recommend keeping the Next Higher 

Assembly Serial Number. This not only helps

with engines, but also for any sub-assembly 

that is possibly bad and they might need to 

know what higher assembly that it failed on.

PDREP-AIS Team Comment: The SF368 

Block 18 end item serial number and the block 

11 deficient item serial number are not the 

same on a PQDR. How do we distinguish the 

difference if there is only on qualifier, SE?

Noted.

Retained. All DLMS notes 

associated with serial numbers 

have been updated to provide 

clarification of use and 

location of other related data 

fields.

The transaction is structured 

using loops. The block 18 data 

element is in the Report loop. 

The block 11 data element is in 

the Item (IUID) loop. DLMS 

Notes associated with each 

serial number data field have 

been updated for further 

clarification of usage and 

cross-reference to other 

available entries.

3. Air Force Concur.

Retain separate identification of the engine 

serial number. Having the engine serial 

number separate and distinct is very important 

when the deficient item is a part on a module 

(NHA) on an engine on an aircraft (end item).

Noted.

Retained. DLMS note updated 

to clarify that this field is a 

DLMS enhancement and does 

not equate to a specific block 

on the SF 368.

4. Marine Corps Concur. Noted.

5. DLA Concur. Noted.

6. USTRANSCOM Abstains; there is no impact to 

USTRANSCOM systems based on this 

change.

Noted.

5. REASON FOR CHANGE: The changes included in this document are for correction and 

clarification purposes. The changes will ensure common understanding of the data mapping for 

development of system interfaces.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Accurate information. 
Attachment ADC 1007B, 

Page 9

b. Disadvantages: None identified.

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Approved for immediate

update of the documentation. This change has no impact on scheduled implementation of the 

DLMS 842P.

8. IMPACT:

a. DLMS Data Elements: No new or revised data elements are introduced by this 

change. (Erroneous field lengths have been corrected.)

b. Automated Information Systems (AIS): Clarification and updates provided for 

development and implementation.

c. DLA Transaction Services: Clarification and updates provided for development and 

implementation.

d. Non-DLA Logistics Management Standards Publications: Component internal 

guidance may require update.